GUIDE TO APPLICATIONS
Instructions on making, editing and
monitoring applications.
September 2014
Contents
Introduction
Making a new application
Editing your applications
Monitoring your applications
Page No.
1
3
7
8
Questions?
Please contact UCD International for assistance with applications and
online portal:
representatives@ucd.ie
0
INTRODUCTION
1. All applications must be made online via your online portal
2. When you log into the agent portal please select ‘Applications’
3. Select ‘My Candidates Applications’ to make, edit and view your students’
applications.
4. Select ‘How to Apply’ to learn about the UCD application process and
important deadlines.
‘MY CANDIDATES APPLICATIONS’
5. The home screen of the ‘My Candidates section’ contains two information
boxes.
i. My Application Summary
i. Summary of all applications made by the organisation. The
applications for each year will be recorded here.
ii. My Current Applications
i. Summary of all applications made this academic year. You can
use this information box to create new candidates and edit
existing applications.
1
2
MAKING A NEW APPLICATION
1. There are two steps to making an application on behalf of a student
a. Create a New Candidate
b. Create an application for the candidate
2. To make an application on behalf of a student, you must to create a New
Candidate
a. Select ‘Create New Candidate’
3. Complete the ‘Edit Person Details’ with the student’s information and
click ‘submit’.
a. Please note: under Contact Details- Email Address’ please ensure that
this is the student’s email address. Do not enter the organization email
address. Your organizational email has already been recorded when the
agent portal was created.
3
4. Once you click submit, you will be redirected to the home page. You will
see the new candidate listed under your ‘Current Applications’. You now
need to make an application for this student.
5. To make an application on behalf of a candidate please select ‘Add
Application’
6. You will need to complete all relevant sections of the online application
form and upload the supporting documentation before submitting the
online application.
7. Course : Click ‘Select a Course’ . You will be directed to the ‘Course
Finder’.
a. You can search for the appropriate course by using the keyword
search e.g. Management
b. You can narrow your search by choosing the Course Type or
College
c. Once you locate the appropriate course click the ‘Apply’ button
4
8. Academic Record, Employment History and References: Please
complete the necessary information for the student’s academic record,
employment history (if applicable) and referees.
9. General Questions: these questions are mandatory and must be
answered before the application can be submitted. Please note: some
questions have word limits that cannot be exceeded.
10.Applications Checklist: this section details the supporting
documentation that must be uploaded before the application can be
submitted. To upload a document please select ‘upload’ in the relevant
section.
a. Please note: an application can be submitted before uploading the
English Language qualification. Conditional offer can be issued in
the absence of an English Language Qualification.
5
11.Uploading Documents: You can upload new documents to the
application or you can select documents that you have already uploaded
e.g. from a previous application. If you are having difficulty uploading
documents please contact UCD International representatives@ucd.ie
17. Submitting the Application: Once you have completed the application
please select ‘Submit Application’. Applications will not be reviewed unless
they have been submitted.
Once the application has submitted you will be redirected to the home
page. You will see the new application listed beside the candidate name in
‘My Current Applications’. To add a new application please select ‘Add
Application’.
6
EDITING YOUR APPLICATIONS
The ‘My Current Applications’ section should be used to edit applications and
candidates personal details.
To edit your candidate’s personal details:
1. In the ‘My Current Applications’ section – select ‘Edit Candidate’.
2. Make the necessary changes and click ‘submit’ to save the record.
To edit your candidates application:
1. The easiest way to view and edit applications is to click on the relevant
number in the ‘Applications’ column
2. You will be directed to a screen listing the applications for the candidate
3. To view and edit the individual application please select ‘View’.
7
MONITORING YOUR APPLICATIONS
The home screen of the portal contains two information boxes:
1. My Application Summary
i. Summary of all applications made by the organization. The
applications for each year will be recorded here. You will be able to
track your progress between years.
2. My Current Applications
i. Summary of all applications made this academic year.
My Current Applications
Select ‘View all Applications’. You will be directed to a page with detailed
information about all current applications.
You can sort this information by clicking on the small arrows beside the column
heading.
You can download this data to an excel spreadsheet by clicking ‘export to excel’.
This is located below the list of students.
To see the individual application please select ‘view’.
8
My Application Summary
Select ‘Historical Summary Report’.
The applications for each year will be recorded here. You will be able to track your
progress between years.
By clicking on the blue numbers you will be directed to a screen listing the
relevant students. e.g. by clicking on the number of applications you will be
directed to a list of all applications.
This screen will contain additional information about the students applications e.g
application status, outstanding supporting documentation, status of deposit
payment, application submission date etc
9